Privacy Policy

Dr. Ramirez Aesthetic Dentistry
14-509 Wilson Avenue, Kitchener, Ontario N2C 2M4
Effective date: November 5, 2026

We protect the personal health information of our patients and the personal information of everyone who contacts us. As a dental practice in Ontario, we follow the Personal Health Information Protection Act, 2004 (PHIPA) and the privacy standards of the Royal College of Dental Surgeons of Ontario. This policy explains what we collect, why we collect it, and the choices you have.

What we collect

  • Contact details, such as your name, address, phone number, email and date of birth.
  • Health information needed for your care, such as your medical and dental history, medications, allergies, X-rays, scans, photos, treatment plans and clinical notes.
  • Insurance and billing details, such as your plan, policy numbers and payment history.
  • Information you send us through our website, contact forms, online booking or email, including how you heard about us.
  • Basic website usage data, such as pages visited and device type, collected through cookies and analytics tools.

Why we collect it

  • To assess, plan and provide your dental care.
  • To book appointments and send reminders and recall notices.
  • To bill you or your insurer and process payments.
  • To meet our legal and professional obligations, including record keeping required by the Royal College of Dental Surgeons of Ontario.
  • To answer your questions and improve our services and website.

Consent

By booking with us or receiving care, you consent to our use of your information to provide and support your care. We share it with other health care providers involved in your care, such as specialists or dental labs, only as needed. We ask for your express consent before using your information for any other purpose, such as using photos of your treatment in our marketing. You may withdraw your consent at any time, subject to legal limits, by contacting us.

Who we share it with

We do not sell your information. We share it only when needed with:

  • Health care providers involved in your care, with your consent.
  • Your insurance company, to process claims you ask us to submit.
  • Service providers who help us run the practice, such as our practice management and online booking system (Dentally), dental labs, IT support and payment processors. They must protect your information and use it only for the services they provide to us.
  • Regulators, courts or others when the law requires or permits it.

Emails and text messages

We send appointment confirmations, reminders and recall notices by email or text. With your consent, we may also send occasional updates about our services. You can unsubscribe from non-essential messages at any time by replying STOP to a text or using the unsubscribe link in an email. We do not include details of your treatment in voicemails or text messages.

How we protect it

We keep your records in secure, password-protected systems and in restricted areas of our office. Only team members who need your information for their work can access it, and all staff are trained on privacy. We keep dental records for at least the period required by the Royal College of Dental Surgeons of Ontario, then destroy them securely.

Our website

Our website uses cookies and analytics tools to understand how visitors use the site. These tools do not identify you by name. You can block cookies in your browser settings. Do not send health details through our general contact form. Call us instead if you have a clinical question.

Your rights

You can ask to see or get a copy of your records and ask us to correct information that is wrong or incomplete. We will respond within the time limits set out in PHIPA. We may charge a reasonable fee for copies, as the law allows.

Questions or concerns

Contact our Privacy Officer at reception@kwdental.com or (519) 748-2524 , or by mail at the address above. If we cannot resolve your concern, you may contact the Information and Privacy Commissioner of Ontario at www.ipc.on.ca .

We may update this policy from time to time. The current version is always posted on this page.